Data Protection & Privacy Policy for Prospective Patients

Orthodontist Direct

In referring your for your orthodontic care and treatment, we will ask for information about you. Occasionally, we may receive information from other providers involved in providing
your care. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.

We may collect the following information about you:

  •  Personal details such as your name, date of birth, address, telephone number and
    email address
  • Notes of conversations with you about your care
  • Dates of your appointments
  • Details of any complaints you have made and how these complaints were dealt with
  • Details of the fees you have been charged, the amounts you have paid and other payment details
  • Owner of Orthodontist Direct Mohammad Malik is responsible for keeping the information we hold about you secure. He is also Data Protection Officer. Mohammad Malik ensures that we comply with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.

Once you begin treatment with your chosen Orthodontic Practice, the individual Practice will have the responsibility of managing your Data and will decide who will have access to your
information including orthodontists, orthodontic therapists and other dental professionals involved with your care and treatment, and the reception and management staff responsible
for the administration and management of the Practice.

We use your information to refer you to the highest standard orthodontic care and treatment you need, and we require up-to-date and accurate information about you.

We will share your information with your chosen practice regarding your desired choice of orthodontic treatment.

We will seek your preference for how we contact you about your orthodontic referral. Our usual methods are telephone, letter, email or SMS text messages.

We will only disclose your information to your chosen practice on a need-to-know basis and limit any information we share to the minimum necessary.

We store your personal information securely on secure encrypted servers and in a manual filing system. Your data cannot be accessed by those who do not work for Orthodontist Direct; only those working here have access to your information. They understand their legal responsibility to maintain confidentiality and follow data security procedures to ensure this.

We take precautions to ensure the security of the premises, the filing systems and computers. We use high-quality encrypted servers to record and use your personal information safely and effectively. Our computer system has a secure audit trail, and we back-up information routinely.

We keep your records up until your last visit to your chosen Practice.

You have a right to access the information we hold about you and receive a copy. You should submit your request to us in writing or by email. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.

You can also request us to:

  • Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change
  • Erase information we hold, although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment
  • Stop using your information, for example, sending you reminders for appointments or information about our service.
  • Supply your information electronically to another Orthodontic Practice.

If you do not wish us to use your personal information as described, please let us know. If you object to how we collect and use your information, we may not be able to continue to provide your dental care.

If you have any concerns about how we use your information and you do not feel able to discuss it with us, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Helpline Number: 0303 123 1113 or 01625 545745, textphone 01625 545860.

web: https://ico.org.uk/

email: https://ico.org.uk/global/contact-us/email/

Your Personal Information

How we look after and safeguard information about you.

Policies & Procedures

The practice has several important policies that detail how we provide care and service to our patients. Please ask the Practice Manager if you would like to see copies of the following policies:

  • Confidentiality policy
  • Data protection policy
  • Information governance policy
  • Health and safety policy
  • Complaints policy

Protecting Your Information
We aim to provide you with the highest quality Orthodontic care. To do this, we need to keep records about you. We know that you value your privacy and the security of personal information held about you.

Information Recorded
The information recorded about you may include:

  • Personal details such as your name, date of birth, address, telephone number and email address
  • Notes of conversations with you about your care
  • Dates of your appointments
  • Details of any complaints you have made and how these complaints were dealt with
  • Details of the fees you have been charged, the amounts you have paid and other payment details

Your Right to View Your Clinical Records
You have the right to view records free of charge. If you request a copy, a charge will be due in accordance with our Data Protection Policy. Your request must be made in writing to us, and the payment must be enclosed. A copy will be provided within 40 working days.

Confidentiality

All our staff employment contracts contain a requirement to keep prospective patient
information confidential.

Our guiding principle is that we hold your records in strict confidence.

We will never pass your information on to a third party for promotional purposes. You can
also opt-out of being contacted by the chosen practice at any point.
If you require further information, please get in touch.